Student Program Coordinator

Loyola University Chicago; Maywood (IL); On-site; USD 32,000 - 43,000; Full time

Job summary

Loyola University Chicago in Maywood, IL, invites applications for a PROGRAM COORDINATOR in the Physiology department. This full-time, in-person role supports the Chair, Directors, and graduate programs within CaMP, MSMP, MS-CAPS, MS-CaMP and PhD tracks, handling calendars, travel, recruitment, course materials, and event planning.

The ideal candidate has a Bachelor's degree and 2–3 years of related experience, excellent communication, and strong organizational skills to manage multiple

Qualifications

• Bachelor's degree in a related field and 2–3 years of related experience.
• Excellent verbal and written communication.
• High level organizational skills.
• Ability to multi-task and meet deadlines.
• Ability to work well independently and as part of a team.
• Self-motivated.

Responsibilities

• Maintain chair's calendar including scheduling meetings and travel.
• Record and distribute meeting minutes for Physiology faculty.
• Assist with faculty recruitment and credential files.
• Prepare correspondence, reports and department documents.
• Coordinate graduate program activities and events.
• Organize seminars, travel, reimbursements, and CME compliance.
• Support department operations and provide information to staff and visitors.
• Assist with course materials in Sakai and coordinate schedules.

Skills

Administrative support

Calendar management

Travel coordination

Verbal and written communication

Team collaboration

Multi-tasking

Education

Bachelor's degree strongly preferred

Tools

Microsoft Word

Microsoft Excel

Slate

Job description

• Job Title: PROGRAM COORDINATOR
• Work Modality: Fully In-Person
• Job Category: University Staff
• Job Type: Full-Time
• FLSA Status: Non-Exempt
• Campus: Maywood-Health Sciences Campus
• Department Name: PHYSIOLOGY
• Location Code: PHYSIOLOGY (06240A)
• Position Minimum Salary or Hourly Rate: $23.09/hr
• Position Maximum Salary or Hourly Rate: $31.12/hr

Duties and Responsibilities

This is a combined position that supports the administrative needs of the Chair and Directors with the department's administrative activities, and coordinates various administrative processes and projects, inclusive of support for the faculty and students in the graduate programs within CaMP. This position has responsibility for several established and ongoing complex and/or difficult processes unique to the department, in addition to general administrative support for the department. This includes the Masters in Medical Physiology (MSMP - max enrollment 30), Masters in Clinical and Applied Proteomics (MS-CAPS - max enrollment 25), Masters in Cell and Molecular Physiology (MS-CaMP - no max), and the PhD track in Physiology (no max).

Chair Support:

• Maintains chair's calendar to include scheduling meetings, arranging appointments, and coordinating travel arrangements
• Brings pertinent dates to chair's attention, prepares and/or provides necessary documents for use in meetings
• Records, transcribes and distributes meeting minutes for the Physiology faculty meetings; prepares and distributes faculty meeting agenda
• Assists chair with all aspects of faculty recruitment. High degree of professionalism required for constant contact with external contacts
• Assists with faculty employment processes to varying degrees by monitoring and maintaining credential files of applicants, preparing master files for search committees, preparing correspondence to applicants, creating and mainlining applicant spreadsheet
• Prepares and proofreads correspondence, reports and other documents
• Serves as communication hub of the department by communicating information from the chair and/or directors to others, making information available to others by mail, email, telephone, web, departmental boards, and providing complex information on processes specific to the department to faculty, staff, students and external visitors
  Department Seminar Series:
• Organizes all aspects of invited speakers for the CaMP seminar series with minimal assistance from Committee Chair. Includes contact with external speakers and administrative staff to coordinate travel, agendas, room reservations, reimbursements, etc.
• Submits reports to ensure departmental seminar series maintains CME credit status; submits required documentation to CME office for each speaker
• Ensure CME sign in sheet is available at all seminars; enters names of attendees for CME credit
• Maintains spreadsheet of seminar expenses
• Create, distribute and post seminar flyers
• Order food for student/speaker lunches
• Escorts speaker when on site and arranges transport
• Submits check requisitions for speakers honorarium and completes expense reimbursements as needed

Departmental Support:

• Organizes and maintains an accurate paper and electronic filing system for departmental chair, director, program directors and department
• Act as mentor and trainer to junior level support staff, students and volunteers
• Orders and maintains supplies
• Submits facility requests as required
• Serves as principal contact and source of information for students, staff, faculty and external visitors
• Handle special projects and events (organize student career day, departmental events). Organizes, coordinates, plans, and conducts departmental events by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, making travel arrangements and reservations, and overseeing the event as it occurs
• Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds
• Places purchasing orders in Lawson
• Acts as receptionist to internal and external visitors by answering departmental general phone and greeting guests

Graduate Program Support:

• Be the primary contact for all current and prospective students.
• Upload all course materials in Sakai and work with faculty to revise course materials including PowerPoints, handouts, Panopto videos, and exam questions.
• Facilitate enrollment and student course registrations each semester.
• Organize orientation program: coordinate presentations from parking, library, biosafety, student wellness, ministry, medical school organizations, etc.
• Work with medical students in the peer mentoring program and help organize events for MSMP students with the medical school mentors.
• Proctor all exams for the MSMP program and maintain grade records.
• Create and maintain all MSMP course schedules, coordinate teaching faculty, reserve room scheduling, and assist students with scheduling issues.
• Maintain and update program and department websites
• Work with international office for international student visa issues.
• Attend graduate program recruitment fairs and create promotional materials.
• Work with educational technology to maintain and launch online course modules for MS-CAPS.
• Research area local hotels about student housing options for in-person laboratory rotations.
• Process all applications in Slate and work with admissions committee for all MS programs.
• Answer email and phone inquiries from prospective students.
• Maintain historical data and track students following graduation to ensure outcomes statistics are accurate.
• Work with PhD students to schedule committee meetings and reserve rooms.
• Organize all social events and graduation celebration.
• Assist the faculty Graduate Program Directors in other areas as requested.

Minimum Education and/or Work Experience

Bachelor's degree in related field and at least two to three years of related experience required.

Qualifications

• Bachelor's degree strongly preferred
• Excellent verbal and written communication
• High level organizational skills
• Ability to multi-task nd meet deadlines
• Ability to work well independently and as part of a team
• Must be self-motivated

Certificates/Credentials/Licenses

N/A

Computer Skills

• Proficiency in Word and Excel
• Aptitude to learn specific computer applications as necessary such as Slate
• Reviewing and updating departmental web-site (weekly)
• Attending and active in the social media committee meetings and follow-up activity
• Obtaining computer and related quotes for the Department
• Recording faculty lectures; help with editing, storage and organization of same

Supervisory Responsibilities

No

Required operation of university owned vehicles

No

Does this position require direct animal or patient contact?

No

Physical Demands

None

Working Conditions

None

Special Instructions to Applicants

As a Jesuit, Catholic institution of higher education, we seek candidates who will contribute to our strategic plan to deliver a Transformative Education in the Jesuit tradition. To learn more about Loyola University Chicago's mission, candidates should consult our website at www.luc.edu/mission/. For information about the university's focus on transformative education, they should consult our website at www.luc.edu/transformativeed.

About Loyola University Chicago

Founded in 1870, Loyola University Chicago is one of the nation's largest Jesuit, Catholic universities, recognized for its academic excellence, commitment to community engagement, and leadership in sustainability. A Carnegie R1 research institution, Loyola leverages its status as one of an elite group of universities with the highest level of research activity to advance knowledge that serves communities and creates global impact. With 15 schools, colleges, and institutes-including Business, Law, Medicine, Nursing, and Health Sciences-Loyola operates three primary campuses in the greater Chicago area and one in Rome, Italy, that provide students a transformative, globally connected learning experience. Consistently ranked among the nation's top universities by U.S. News & World Report, Loyola is a STARS Gold-rated institution that is ranked as one of the country's most sustainable campuses by The Princeton Review and has earned distinctions from AmeriCorps and the Carnegie Foundation for its longstanding record of service and community engagement. Guided by its Jesuit mission and commitment to caring for the whole person, Loyola educates ethical leaders who think critically, act with purpose, and strive to create a more just and sustainable world.

Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. To view our benefits in detail, click here.

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